With each Notice (1, 2, and 3) there are two (2) types of emails sent out:

One to the Policy Owner

One to your nominated Internal Recipients (employee/s)

The language and message you wish to apply to the email sent to the policy owner would be different to that sent to the internal recipient. Your email notifications also need to include policy information about the policy that is expiring. For example:

Policy Type

Name of Insurer / Underwriter

Policy Number

Policy Expiry Date

In addition the email should include:

The name of your organization (so your Policy Owner has a reference point as to whom sent them the email and;

An instruction on where to send updated policy information back to (ideally an email address).

About the System Generated Email Templates

We recognise not every user understands how to use Placeholders to have their email automatically insert policy information and other dynamic data. So to make this as easy and as user-friendly as possible we have already created the emails for all three Notices (1, 2, and 3) for you. You just need to check what we have written, make any amendments where necessary and save.

What are Placeholders?

Placeholders allow your email to ‘automatically’ insert policy information or reply email addresses into the email being sent. For example: Let us say you want your email to include the words:

The following policy is expiring:

Policy Type: Public Liability

Name of Insurer / Underwriter: GIS Insurance

Policy Number: GISPL1234567

Policy Expiry Date: 31st December

To insert this information we must use Placeholders in our email template. Placeholders are accessible from the bottom of the screen within the button titled View Available Placeholders.

Review the email notifications for each of Notice 1, 2, and 3, make any required amendments and, if necessary, copy any required placeholder and paste into your email template.Confirm your selections and select Save.